Administrative Coordinator

Responsibilities

• Manage assigned leaders' calendars, schedule meetings (phone/video/in-person), align with team calendars, and track schedules during travel.
• Organize, coordinate, and participate in leadership and team meetings by preparing agendas, confirming attendees, managing remote access, booking rooms, ordering meals, taking notes, and tracking attendance and action items.
• This role may also facilitate portions of meetings, including but not limited to trainings, updates, devotionals, or icebreakers.
• Manage communication and project tools (Slack, Asana, WhatsApp, Google Chat, HelpScout) by adding and removing users, tracking action items, routing or responding to inquiries, and helping create response templates.
• Utilize Salesforce for tracking, reporting, and supporting team communication workflows.
• Facilitate funding processes by auditing requests using SPQ, ECM, and Allocation apps, tracking deadlines, preparing reports, and assisting with SPQ/ECM app testing in collaboration with the Software Engineering team.
• Support tri-annual Allocation Meetings through logistics coordination, room setup, data entry, assisting with app testing and user support, and meeting with team leaders beforehand to review financial reports, ensuring they have everything needed to present at Pre-Allocations.
• Support JFP apps (myDigitalWorkSpace, Allocation, ECM, SPQ) by running reports, processing funding and equipment requests, and managing user access.
• Serve as an email delegate for team leaders to support communication needs.
• Manage licensing and contract requests with Legal Ops and the GCO, ensure compliance, and prepare, track, and renew agreements in the Contract Tool.
• Maintain updated contact information in Google Groups and team directories.
• Audit monthly financial reports, manage Interim Requests for Allocation (IRAs), coordinate wire payments, and assist with budgets and reporting for assigned leaders and teams.
• Support team retreats and events by coordinating travel, agendas, meals, and activity logistics.

Requirements

• 2-year Associate in Business Administration or a related field preferred but not required;
• and 3 years of experience in office management or administrative positions of increasing responsibility including advanced level computer applications;
• or an equivalent combination of education and experience.